BCA-3RD SEM unit-1 ppts.pptx

St. Andrews Institute Of Technology & Management BCA-3RD SEM COMMUNICATION SKILLS INTRODUCTION Meaning of communication:- communication is the flow of information and understanding from one person to another at the same level...

St. Andrews Institute Of Technology & Management BCA-3RD SEM COMMUNICATION SKILLS INTRODUCTION Meaning of communication:- communication is the flow of information and understanding from one person to another at the same level or at different levels. It is a process which enables management to allocate and supervise the work of the employees. St. Andrews Institute Of Technology & Management DEFINITIONS According to peter little “communication is the process by which information is transmitted between individuals and/ or organizations so that an understanding response results.” According to Keith Davis “communication is the process of passing the information and understanding from one person to another. It is essentially a bridge between the people. By using the bridge, a person can safely cross the river of understanding.”  St. Andrews Institute Of Technology & Management FEATURES OF COOMUNICATION UNIVERSAL COMMUNICATION IS UNAVOIDABLE CONTINOUS PROCESS TWO-WAY TRAFFIC SHORT-LIVED PROCESS NEED PROPER UNDERSTANDING LEADS ACHIEVEMENT OF THE ORGANIZATIONAL OBJ DISPELS MISUNDERSTANDING-( it is refer to the act of clarifying and correcting any false assumptions or beliefs that exist.)  St.Andrews Institute Of technology & Management Essentials of good communication CLARITY-( clarity of ideas, facts, opinion in the mind of communicator) INFORMATION-(sender first collect & keep all info and must use symbolic form to present it) COMPLETENESS-(incomplete info should not be there) EMPHASIS ON ATTENTION-(action speaks louder than words) CONSISTENCY-(in terms of agreement communication matter should be same) INTEGRATION-(motive should be achieve common goal rather than individual goal) USE OF INFORMAL COMMUNICATION( grapevine) SIMPLICITY-avoid using superfluous words TIME-should be done at proper time USE OF MEDIA-appropriate media should be use according to the need.  St.Andrews Institute Of technology & Management OBJECTIVES OF COMMUNICATION 1. HUMAN RELATIONS- to build mutual understanding. 2. EMPATHY-to imagine how other person is feeling. 3. PERSUASION-to convince & motivate to get things done. 4. DIALOGUE-to consider others view point and there should be no monopoly of the conversation. 5. INFORMATION-to provide complete information 6. TO INFLUENCE-aimed at influencing, persuading, to motivating others. 7. UNDERSTANDING-to understand the others perspective also 8. TO DISCOURAGE MIS- INFORMATION-to avoid rumors, gossip. 9. SUGGESTIONS & COMPLAINTS-to encourage ideas, suggestions from subordinates. St. Andrews Institute of Technology And Management COMMUNICATION PROCESS MEANING- The process of communication refers to the transmission or passage of information or message from the sender through a selected channel to the receiver overcoming barriers that affect its pace.  St. Andrews Institute of Technology And Management THE MODAL HAS 7 SEQUENTIAL COMPONENTS THE SENDER ENCODING THE MESSAGE THE CHANNEL DECODING THE RECEIVER FEEDBACK  St. Andrews Institute of Technology And Management Sender. The person delivering the message Receiver. The person getting the message Message: The information the sender is relaying to the receiver Communication channel: The method used to transmit a message Decoding: Interpreting the message, done by the receiver Feedback: When applicable, a response sent back to the sender  St. Andrews Institute of Technology And Management Developing the Message -The sender starts the steps of communication by creating a message they intend to send to an individual or group. They take time to craft the information they want to transmit. Encoding the Message -With the information created, the sender translates it into a form that can be transmitted to someone else. This involves making the information fit a format, such as text or video. Selecting the Channel-The sender picks the channel of communication. It should be a channel that is most appropriate for the intended audience. Examples include a social media post, video on YouTube or blog entry on a website.  St. Andrews Institute of Technology And Management Message Transmission-The sender then successfully transmits the message to the receiver. Decoding the Message -The receiver decodes the information received. For the best messaging, the sender has attempted to place themselves in the shoes of the receiver and crafted a message that the receiver will understand as the sender intended. This is the key to effective communication, but senders do not know if they have achieved success until this step. Feedback -Senders learn the effectiveness of their message when receiving feedback. However, in one-way communication, there’s no chance for the receiver to provide feedback. That’s situation public relations and advertisers want to avoid.  St. Andrews Institute of Technology And Management BARRIERS TO COMMUNICATION Barriers to effective communication can result in confusion which can lead to incorrect information being conveyed or miscommunication which can lead to loss of business.  St. Andrews Institute of Technology And Management TYPES OF BARRIERS Following are some of the barriers to effective communication: 1. Semantic barriers 2. Psychological barriers 3. Organizational barriers 4. Cultural barriers 5. Physical barriers 6. Physiological barriers  St. Andrews Institute of Technology And Management SEMANTICS BARRIER MEANING- It is also known as language barrier. It is caused due to improper communication between the sender and the receiver. It is caused due to:- a) Poor quality of message-due to lack of clarity or complexity of the way of providing information from the sender, there can be a case of semantic barriers. b) Technical language- It arises when the sender of the message is speaking in technical terms while the receiver is unaware of the terms.  St. Andrews Institute of Technology And Management EXAMPLE OF SEMANTIC BARRIER For e.g. A manager is conversing in English to a group of workers who understand and speak Bengali. It will create confusion among workers as they will not be able to understand what is being conveyed by the manager.  St. Andrews Institute of Technology And Management PSYCHOLOGICAL BARRIERS MEANING- A psychological barrier seems to be a condition of mind that may prevent an individual from making the best choices. 1. Premature evaluation of information by the receiver 2. Inadequate attention from the receiver’s end. 3. When information is passed within multiple sources, the final information is distorted.  St. Andrews Institute of Technology And Management EXAMPLE OF PSYCHOLOGICAL BARRIER Imagine a person who has a strong fear of public speaking. This individual may experience intense anxiety, racing thoughts, rapid heartbeat, and even physical discomfort at the mere thought of speaking in front of a group of people. This fear might prevent them from pursuing opportunities that require public speaking, such as presenting at work, giving a speech at an event, or participating in group discussions. The psychological barrier in this case is the fear of public speaking, which can hinder the person's personal and professional growth. This barrier is not based on any physical limitation but is rooted in their mindset, emotions, and past experiences.  St. Andrews Institute of Technology And Management ORGANIZATIONAL BARRIERS MEANING-It arises due to the structure, rules and regulations present in the organization. The Organizational Barriers refers to the hindrances in the flow of information among the employees that might result in a commercial failure of an organization.  St. Andrews Institute of Technology And Management The major Organizational Barriers are listed below: Organizational Rules and Policies:The strict regulations prevent the staff members from sending any messages. Organizational Status or Hierarchical Positions: Effective communication may frequently be hindered by this formal communication. Organizational Facilities: It refers to the tools that are made available to employees to help such as a phone, stationery, translator etc. communication could suffer if these facilities weren’t available. Complex organizational structure: As levels increase, communication is delayed.  St. Andrews Institute of Technology And Management CULTURAL BARRIERS Meaning- It arises due to lack of similarities among the different cultures across the world. While handling examples of cultural barriers to communication, it’s important to determine if the issue is a socio-cultural one or a cross-cultural one. A socio-cultural barrier occurs at the level of the group or social group. Cross-cultural communication barriers occur at the level of the individual.  St. Andrews Institute of Technology And Management EXAMPLES OF SOCIO CULTURAL BARRIER Socio-cultural barriers constitute some of the factors why children fail to attend primary school. For instance, some parents –particularly, those with low level of education– undervalue education in general or they believe it is not suitable for certain children, such as girls and children with disabilities.  St. Andrews Institute of Technology And Management EXAMPLES OF CROSS CULTURAL BARRIER Some of the most common cross-cultural issues and challenges in the workplace are differences in: Communications styles Attitudes toward conflict Approaches to completing tasks Decision-making styles Attitudes toward disclosure Approaches to knowledge  St. Andrews Institute of Technology And Management PHYSICAL BARRIERS MEANING- Physical barriers to communication are those that arise due to certain factors like faulty equipment, noise, closed doors and cabins that cause the information sent from sender to receiver to become distorted, which results in improper communication. SOME BASIC ELEMENTS OF PHYSICAL BARRIER ARE- NOISE ARCHITECTURE TECHNICAL DIFFICULTIES TIME-(Timings of different countries) SURPLUS OF INFORMATION-(Back to back message to their employees)  St. Andrews Institute of Technology And Management EXAMPLE OF PHYSICAL BARRIER For instance, when two employees speak over coffee in the office, the loudness of construction outside can cause one employee to mishear the verbal communication of their coworker. For example,if professionals in the marketing department want to collaborate with the sales team for a campaign, but their division is on the other side of the building. They use email and phone calls to compensate for the distance, but the reliance on technology allows other communication barriers to form. Employees may not interact as often because the workplace architecture is inaccessible. For example, if the internet connection during a virtual video call disrupts, then it can be challenging to decipher the audio, and the clarity of the video on the screen may decrease. Professionals may not be able to understand what the other parties are communicating.  St. Andrews Institute of Technology And Management PHYSIOLOGICAL BARRIERS MEANING-Physiological barriers to communication are related with the limitations of the human body and the human mind (memory, attention, and perception). Physiological barriers may result from individuals' personal discomfort, caused by ill-health, poor eye sight, or hearing difficulties.  St. Andrews Institute of Technology And Management EXAMPLE OF PHYSIOLOGICAL BARRIERS SHORT TERM MEMORY POOR EYESIGHT ILL HEALTH HEARING DIFFICULTIES  St. Andrews Institute of Technology And Management DAVID BERLO’S SMCR MODEL(1960) SMCR model developed by Berlo. This model illustrates the four basic concept- SOURCES, MESSAGES, CHANNELS, RECEIVERS. This model emphasizes the importance of encoding and decoding in the communication process. Berlo has added another concept in the recent presentations. It is “feedback”  St. Andrews Institute of Technology And Management SHANNON AND WEAVER MODEL(1940) This model actually preceded the Berlo model. It is a mathematical communication theory It only applicable in one to one person. Information transmitt receptio destinatio channel n source er n noise feedbac k St.Andrews Institute Of Technlogoy & Management THANK YOU